Project Administrator (on-site)

GIBB’s multi-award-winning Integrated Infrastructure (WIIG) Sector provides the roots for communities using innovative and sustainable engineering design, urban planning, and advisory services. Here you will find an environment conducive to helping you make the most of your abilities and skills.

This Sector is looking for another talented professional to complement their team, in the form of a Project Administrator.

We welcome your application if you believe you meet the requirements for this position.

The below listed responsibilities and requirements are assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core Purpose

Provides essential support to the Construction Project Manager, Supervisors and other site construction personnel by:

• handling administrative tasks;
• maintaining documentation; and
• facilitating communication throughout the project lifecycle.

Key Performance Areas

• Administrative Support
  • Handling incoming and outgoing mail;
  • Office upkeep;
  • Serving as the first point of contact for visitors;
  • Managing office supplies;
  • Maintaining filing systems (both physical and digital);
  • Coordinating staff leave records, personnel files, and other important information; and
  • Capturing of submitted timesheets, leave application forms and verification against planned effort.
  • Performing data entry.
• Documentation Management and Control
  
  • Management and processing of incoming and outgoing documents;
  • Managing the distribution and control of project documentation.
  • Managing the delivery and acceptance of project documentation/deliverables.
  • Archiving project documentation.
  • Maintaining the JV and Project communication plan.
    

• Coordination of Documents Compilation
  • Collation of inputs from various authors into master document.
  • Assist project team with document quality assurance review and editing.
  • Management of version control.
  • Acting as a point of reference on the use of the project administration Quality Management System.
  • Assist in the development of a project administration quality plan.

• Publishing of Documents
  • Combining report components prepared in various packages (e.g. Word, Excel, PowerPoint, etc.) into single Adobe document.
  • Creation of bookmarks and links in Adobe version of reports.
  • Pagination and publishing reports using Adobe.
  • Arranging for transmittal and distribution of documents.
  • Related tasks.

• Meetings and Appointments
  • Scheduling meetings and other appointments;
  • Preparing agendas;
  • Preparing minutes of meetings.

• Resource Schedule
  • Updating resource schedules.
  • Preparation and updating of plans (JV plans)
  • Checking planned vs actual utilisation of resources.

• Procurement and Contract Documentation Administration
  • Accessing procurement and contracting documentation templates.
  • Executing / processing sub-consultants administration.
  • Maintain Procurement and Contract administration registers.
  • Keeping and Maintaining Contractual documentation (All project contractual documentation).

• Project Finance Administration
  • Arranging for the production and distribution of project financial information.
  • Preparing / processing reimbursing expenses.
  • Preparing / processing invoicing of the Client, JV partners and Sub-consultants.
  • Assisting in the development of financial reviews.
  • Assist in the review and development of project proposals, variation orders and claims.
  • Monitor and reporting on project and JV budgets / approved vs actual expenditure.

• Team Support

• Administration of job descriptions.
• Assist in the preparation of project plans and claims.
• Accessing and updating project reports.

Job Requirements

Qualification:

• Grade 12 with a Diploma in Office Administration advantageous.

Experience:

• Minimum of 5 years' experience administration/secretarial/PA experience.
• Minimum of 5 years' experience working on construction projects sites.
• MS Office suite Word, Excel, Outlook, PowerPoint.

Person Requirements:

• Effective time management.
• Professional attitude and appearance.
• Attention to detail.
• Self-motivated.
• Ability to handle complex tasks and work independently.
• Efficient and methodical.
• Good spoken and written English.
• Ability to work under pressure.
• Assertive, Diplomatic and Tactful.
• Ability to prioritise effectively.